Privacy Policy

EPIC Communications Inc (“EPIC”, “we”, “us”) is committed to protecting your personal information. This policy explains what data we collect, how we use it, and your rights.

1. Who We Are

EPIC Communications Inc is a business communications provider incorporated in Dominica. Registered office: 8 Castle Street, Roseau, Commonwealth of Dominica. Contact: info@epic.dm · +1 (767) 818-3742.

2. What Data We Collect

• Contact information — name, email address, phone number, company name when you fill out our contact form or sign up for services
• Technical data — IP address, browser type, pages visited, time on site (via Odoo website analytics)
• Communications — messages you send via our contact form, WhatsApp, or email
• Billing data — payment method details processed securely via our payment partners (WiPay, card processors). We do not store full card numbers.
• Service usage data — internet usage, VoIP call logs (metadata only), AI agent conversation logs for quality and training purposes

3. How We Use Your Data

• To provide and manage the services you subscribe to
• To respond to enquiries and support requests
• To send service updates, invoices, and renewal reminders
• To improve our website and services
• To comply with Dominica legal obligations (ECCB, financial record-keeping)

We do not sell your personal data to third parties. We do not use your data for advertising purposes beyond our own service communications.

4. WhatsApp & AI Agent Data

If you interact with our ACE AI agent via WhatsApp, your conversation is processed to provide automated responses. Conversation logs may be reviewed by EPIC staff for quality assurance. By messaging us on WhatsApp, you consent to this processing. You can request deletion of your conversation history at any time by emailing info@epic.dm.

5. Data Sharing

We share data only with:

• Odoo S.A. — our CRM and ERP platform provider (data processed under Odoo's DPA)
• Payment processors — WiPay and card networks for billing only
• Legal authorities — when required by Dominica law or court order

6. Data Retention

We retain customer data for as long as your account is active plus 7 years for financial/legal compliance. Contact form and enquiry data is kept for 2 years. You may request earlier deletion where it does not conflict with legal obligations.

7. Your Rights

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion of your data (subject to legal retention requirements)
• Opt out of non-essential communications at any time

To exercise any of these rights, email info@epic.dm with the subject line “Privacy Request”. We will respond within 14 business days.

8. Cookies

Our website uses essential cookies (session management, security) and analytics cookies (Odoo website analytics). No third-party advertising cookies are used. You can disable cookies in your browser settings; this may affect some site functionality.

9. Security

We use HTTPS encryption on all pages, access controls on customer data, and regular security reviews. No system is 100% secure; if you suspect a data breach, contact us immediately at info@epic.dm.

10. Changes to This Policy

We may update this policy from time to time. The current version is always available at epic.dm/privacy. Material changes will be communicated by email to active customers.

11. Contact

EPIC Communications Inc · 8 Castle Street, Roseau, Dominica · info@epic.dm · +1 (767) 818-3742